1. Fiscal Year 2013 Awards Fall 2013 Financial Preparation
Tuesday, October 1st , 2013
Fiscal Year 2013 Awards Fall 2013 Financial Preparation

2. Agenda Financial Support Contacts List.
New College Journal Entry Policy.
Preparation for Budget Amendment No#2.
Questions & Answers.

3. Congratulations to our Award Recipients!.

4. Financial Support Contacts List
Challenge/Task
Contact Person
Agency accounts
Sheadrick Stevenson
Budget Exceptions Errors All fund codes other than 20xxx
Journal/PO/Voucher
College Financial review of ePAF/PAF forms for all fund codes other than 20xxx
Department Sales & Services Carry forward & Accounts
Disbursement/Purchasing Procedures & Policies
James Taylor
Elective Fee Process
Fred Mote
Emergency Budget Amendments
FY 2014 Original Budget Errors/changes
GSU Foundation sponsored accounts – FY 2014 set up
GSURF Audit for all fund codes & general Audit questions
Julie Stoverink
HR-Cost Transfer forms
Indirect Cost Recoveries Carry Forward/Earnings
Moving Expenses
Esther Prince
New Speed Type Set Ups
Panther Mart/Spectrum Plus DRG or PRJ workflow changes
PAW’s/PROF
Charges to ASFRD
P-Card Logs
Personal Effort Reporting (PERS)
Quarterly reporting of Expenditure Review to the college-E-file System
Spectrum Plus payroll and p-card journal posting errors
Student Activity Fee accounts
Study Abroad Travel Advances

5. New Journal Entry Policy

6. The benefits of a Journal Entry Policy
To give direction & guidance to departments.
To provide support to new business managers.
To communicate the importance and responsibility of initiators & approvers.
To help departments secure successful audits.
To ensure compliance.
The benefits of a Journal Entry Policy

7. BA#2 – Due 11/25/2013 – Summer Faculty
You are Here!
Business Manager Closes out Summer Spreadsheet
Business Manager Review
Payroll & Do PERS
Phase II
June/Oct
Phase III
Oct/Nov
Prepare
BA #2
Phase I
April/June
Submit
Payroll to
HR Office
Put Your Spreadsheet together & Prepare Budget
Prepare
BA #4

8. BA#2 – Step 1 to Summer Faculty Balancing
Budgets
Instruction
Service
Research
Expenses
ADD
On-Line System +
Late Pay Forms
Verify
Expenditures
& Budgets
Spectrum Plus

9. Step 2: Use the May/Sum Faculty Recon Sheet
Maymester/Summer Faculty Payroll Reconciliation Sheet for Budget Amendments
For BA#2: Maymester/Summer PAST
FOR BA#2
May/Summer Faculty Budget Calculation
Add
**Do not Fill**
Maymester
Summer
Summer A
Summer B
Total
Budget
Spent
Remaining
Dept. Instruction $
Dept. Service
Dept. Research
Not eligible
For BA#4: Maymester/Summer COMING
FOR BA#4
Maymester + Summer A Projection
Adjusted Budget after BA#2
Summer B (Last Year) July Spent
Amount to Move on BA#4
Summer B (Coming)
N/A
Funds to be Transferred on BA#2 (if any) = -
(Instruction & Service funds only)
(To GTA and/or PTI in Summer B July only)
Funds to be Transferred on BA#4 (if any) =
(To GTA and/or PTI for May/Summer A June only)
Please note Associate Dean written approvel is required
This should be attached in the EFILE BA System
Enter Total Expenses
Enter FY14 Budget
BA#2

10. BA#2 Example Completed Using a Small Department in Arts & Sciences

11. “Thank you!”

12. Questions & Answers